Executive Assistant to VP Admin Services & Chief Financial Officer

Executive Assistant To VP Admin Services And Chief Financial Officer

The Admin Services Office at Olympic College is currently recruiting for an Executive Assistant to the Vice President of Administrative Services (VPAS) and Chief Financial Officer (CFO). This position plays a crucial role in providing administrative support, representing the supported VPAS in various capacities, and contributing to the efficient operation of the Operations, Budget, and Finance departments. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to handle multiple tasks with discretion and professionalism.

Executive Calendar and Communications

• Curate and prioritize the daily calendar, appointments, and meetings, resolving scheduling conflicts, coordinating time zone changes, and aligning commitments with institutional priorities.
• Monitor and triage incoming emails, phone calls, and correspondence; draft routine communications and serve as a primary triage point for VPAS/CFO.
• Coordinate communication between the VPAS/CFO and college departments, external partners, and other stakeholders.
• Serve as primary point of contact and bridge between the executive and internal teams, board members, investors, and external partners.
• Manage and update the Admin Services newsletter and SharePoint site.

Meeting, Travel, and Event Coordination

• Coordinate meetings, prepare agendas and meeting materials, organize presentations, record minutes as needed, and track follow-up items and deadlines.
• Arrange travel logistics, including transportation, lodging, itineraries, and related documentation.
• Coordinate executive events, retreats, conferences, and institutional activities, including scheduling, logistics, and materials preparation.
• Conduct occasional local errands and deliver materials to support departmental needs.

Financial and Office Administration

• Process expense reports, purchasing card reconciliation, travel reimbursements, and basic budget tracking for supported areas.
• Coordinate office operations, supplies, vendor communications, and administrative processes in accordance with college policies and procedures.
• Maintain accurate administrative records and support the efficient operation of the areas and other VPAS/CFO-supported areas. Including tracking and producing the annual budget book.
• Prepares agendas, compiles meeting packets/presentations, records minutes, and tracks action items.

Strategic Initiatives and Project Management

• Assist the VPAS/CFO with institutional and departmental goals, strategic initiatives, special projects, and planning efforts.
• Conduct research, compile data, prepare reports and briefing materials, and track project milestones, deadlines, and deliverables.
• Support the development, review, and implementation of policies, procedures, and administrative practices.

Executive Representation and Administrative Decision-Making

• Represent the VPAS/CFO at designated meetings, conferences, and events as authorized, communicating established positions, decisions, and directives.
• Exercise delegated authority and make routine administrative decisions within established parameters, referring matters requiring executive judgment to the VPAS/CFO.
• Collaborate with college departments to support compliance with institutional policies, procedures, and applicable regulations.

Confidentiality and Stakeholder Relations

• Maintain confidentiality and exercise sound judgment when handling sensitive financial, personnel, institutional, and executive information.
• Foster positive working relationships with internal and external stakeholders to facilitate communication, collaboration, and timely resolution of administrative matters.
• Provide additional administrative support to the VPAS/CFO and supported areas as needed.

Minimum Qualifications

• A bachelor's degree or higher in a relevant field such as business administration, accounting, public administration, organizational leadership, or a related area is preferred but not required.
• Experience demonstrating advanced administrative, project management, and accounting or operational coordination skills will also be considered.

• Experience managing or coordinating administrative tasks and projects, preferably in a cross-functional or organizational leadership environment.
• Strong written and verbal communication skills are essential, along with a demonstrated ability to manage sensitive information with discretion and…